Institutes Guide

Departments are provided with their respective Summer Institute Fund Number and Project Code that must be used to charge their Summer Institute program expenses included in the budget. Please be sure to use the project code to ensure accounting accuracy and reconciliation.

• The 2023 fund information can be found below. Expenses for 2023 should NOT be charged to the 2022 fund. (Please do not start charging 2023 expenses until February of the 2023 calendar year). 
• Only those expenses that are directly relevant to the program may be charged using the correct Full Accounting Unit (FAU). Compensation for career/contract staff or faculty required for the academic unit’s normal operations may not be attributed to the program expenses.
• Housing Project Code: For residential, precollege programs, housing project codes are no longer applicable. Housing revenue will be used to cover supervisory personnel and programming expenses, as well as participant housing expenses. Any staff lodging, background check, or room rental and related expenses for the program, if any, will be deducted from the program revenue.
• If the program wishes to pay the fees for any of its enrolled students, it should be done via the financial award transmittal. Please see Student Affairs section below for more information.
• For programs that offer a virtual offering of any existing programs that would like to track expenses specifically related to the virtual offering, please use “VRTL” in the Source Code field.

New and returning departments must submit a budget as part of the program proposal for each summer the program is to be offered. Please be sure to select the applicable budget template from the following:

• Budget Template for Precollege Programs with Mandatory Residential Plans
• Budget Template for All Other Programs, i.e., All College/Professional Programs and Commuter Precollege Programs

Budgets should be based on the program’s minimum enrollment necessary to ensure a meaningful curricular experience for both the program faculty and participants, including instructional and other expenses to be charged to the Summer Institute Fund and corresponding Project Codes available in the Charging Expenses section above. This does not mean that you have to prorate all expenses. For example, if you have to rent a facility for the maximum program capacity and have no alternative for lower capacity, your rental expense would be a fixed expense regardless of enrollment numbers. Such expenses should be reflected in the budget so that we can ensure the program’s financial viability when establishing your program fees. If the program needs to purchase equipment on every few years, please provide the total expense and a yearly break-down. Please note that the rental of any rooms in the residence hall will now be at the program’s expense. The budget sheet may be submitted during the program proposal survey until the October 15 proposal submission deadline. For questions, please contact Shannon Laverty, Associate Director, Academic Planning and Analysis: slaverty@summer.ucla.edu.

Summer Sessions will review the budget and finalize the program fee in consultation with the department. Once the program fee is finalized, the Summer Sessions website will be updated accordingly. Since local fees, as well as unit fees, are subject to change, we advise departments not to include fee details in their marketing materials (especially before the program fee is finalized), and appreciate the opportunity to review any fee related information included in any department’s own marketing materials to ensure complete accuracy.

Academic departments hire instructors, apprentice teaching personnel (TAs), as well as other personnel that provide administrative or instructional assistance including those paid by the hour, and enter their appointments in UCPath. Although payments are handled and processed by the Department using the respective Summer Institute Fund and Project Code, payroll details must be submitted to Summer Sessions for reconciliation of payroll expenses and establishment of program fees. The budget template (Residential Precollege Programs; All Others) includes a section on personnel. Please be sure to complete all relevant fields as part of the program proposal. If there are any changes during actual hiring processes, be sure to notify your lead Summer Sessions analyst via email.

• Faculty compensation for the credit-bearing coursework is based on the number of units, as well as the instructor’s nine-month academic annual salary, which is a percentage of the ninth-month academic annual salary, exclusive of administrative stipends, staff appointments, or other compensation, in effect June 30 of the summer in which the instructor is teaching. Increases in pay that are effective July 1 or after are not included. Faculty compensation for the non-credit bearing component of the program, if applicable, should be based on the academic salary and workload. Certain limitations may apply in accordance with UCLA academic personnel compensation policies.
• The Summer Sessions compensation pay scales for apprentice teaching personnel are fixed, by-agreement amounts determined by a calculation. For rates, please refer to the Accounting and Payroll section of the general planning site.
• The rates for hourly personnel are the same as in the academic year.

NOTE: While the Department may decide whether to earmark a certain portion of summer revenue for its career/contract staff required for normal operations during the academic year, such compensation may not be attributed to the proposed Summer Institute’s budget. The budget should include only pay titles that are hired solely for the program.

Titles and Title Codes

The program can determine appropriate titles and title codes for its staff within the boundaries of UCLA personnel policies and guidelines, paying special attention to student status if hiring any student employees. Please consult your personnel officer.

Finger Printing/Live Scan Background Checks

If you have any program staff member complete a fingerprinting/live scan background check, please follow your unit’s background check process applicable during the academic year. We recommend that you start the process no later than early May. For background check charges that are specific to the program, you can use the program’s Summer Institute fund. As is the case with the program’s other charges, any background check expense charged to the program’s Summer Institute fund will be deducted from the program’s gross revenue as part of the program expenditure.

Administrative Staff Proposal

Please download the template to be used during the Summer Institutes Proposal Survey to share all administrative staff, contact information, program roles, and responsibilities.

The central management of housing fee revenue ensures both sufficient housing expense coverage (including housing attrition charges), as well as fair and affordable fee assessment for all precollege programs with a residential plan. While Summer Sessions will manage all aspects of the housing contract with Conference Services including but not limited to program specific meeting space rentals and program staff lodging this year, all program specific expenses, except for participant lodging, will be deducted from respective program revenue.

The housing fee assessed and collected centrally by Summer Sessions is not subject to revenue sharing and will be used to cover the following:

• Background check fees for staff who are assigned to precollege Summer Institute residential supervision
• Meeting space reservations at the residential halls for various evening and weekend programming activities
• Programming supplies and related expenses
• Supervisory staff (Interns and PRAs) lodging and compensation
• All student lodging and meals (two meals, breakfast and dinner, per day). Additional meal arrangements for participants or program staff, or other meal arrangements such as meal tickets, boxed meals, etc., are not covered by housing revenue and should come at department’s expense. In your curriculum planning, especially morning and evening activities, please be sure to allow your students sufficient time to finish their meals at the dining halls. Meals included in the residential plan, i.e., breakfast and dinner, may not be substituted with meal tickets, and no credit is issued for missed meals. Although all additional meal requests such as meal tickets and boxed meals must go through our office as they are included in the Conference Services’ invoice to Summer Sessions, they are not covered by the housing revenue and will thus be deducted from the program revenue.

All applicants including matriculated UCLA students must use the Summer Institutes Online Registration Form to begin the registration process. Only those who submit the required payment for registration (which is a non-refundable deposit until May 1, and payment of the full program fee after May 1, unless otherwise noted) will be considered enrolled. Waitlisted applicants or those whose admissions are pending instructor consent will not be prompted to pay until they become eligible to enroll. In the event of low enrollments that may result in deficits, Summer Sessions will consult with the academic unit to determine whether the program should be cancelled. In order to minimize adverse impact on students, this decision will be made no later than May 1. The deadline to apply for programs that require consent to enroll is June 1. The last day to enroll in a Summer Institute is June 15.

Nonrefundable Deposit

For those who register before the May 1 payment deadline, a nonrefundable deposit is required to complete registration. We ask that students be sure of their intention to register as this deposit is NOT refundable under any circumstances. The nonrefundable deposit is not an additional fee and will apply toward the student’s summer balance.

After the payment deadline, full payment of the program fee, including the nonrefundable deposit, is required to complete registration. Please note that certain miscellaneous fees such as the Document and Instructional Enhancement Initiative (IEI) fees will post to the student’s BruinBill account if applicable and as such, must be paid on MyUCLA after registration.

For programs that require instructor consent for admission or are waitlisted, no payment is due until admission.

Students who are not ready to pay can first submit this online registration form and later retrieve the form to make the required payment. Students who have submitted the online registration form without payment are indicated as “registered” students as opposed to “enrolled” students. Once a valid payment is made, registration is complete and a spot will be reserved for the student.

Payment can be made by credit card or electronic check using the secure CASHNet SmartPay system. All credit card transactions made through CASHNet SmartPay are subject to a nonrefundable 2.75% service fee.

Fees and Payment Deadlines

Summer fees for Summer Institutes vary by program and student status, among other factors. All applicants must review the applicable program website for information on various policies and procedures including fees and payment. However, you can refer to the Fees, Payment and Financial Aid page for a quick estimate of your summer fees and the Calendar page for various Summer Sessions dates and deadlines.

If registered before the payment deadline, the student’s remaining balance reflecting the nonrefundable deposit must be paid in full through MyUCLA by the payment deadline. After the payment deadline, applicants are prompted to make full payment of the program fee. If they are subject to assessment of the document fee and/or the IEI fee, those fees appear on their BruinBill account after registration and must be paid on MyUCLA.

Delinquency in payment may result in enrollment cancellations, holds on academic records, and/or collection actions.

Program Changes, Cancellations, and Refunds

The University reserves the right at any time, without prior notice, to cancel, change, or substitute any advertised activities of The Program in emergencies or changed conditions, or in the interest of The Program or The Participant, at The University’s sole discretion. The University will make reasonable efforts to sustain The Program’s overall academic objectives, but makes no guarantees about any academic activities. The University reserves the right to alter the cost in order to meet unexpected changes in Program related activities. Further, The University reserves the right to cancel The Program without notice (subject to refund obligations as set forth on the Summer Sessions website) and reserves the right to decline any application.

Reasonable endeavor will be made to notify students of such changes and suggest alternatives when applicable. In the event of cancellation, the University is not responsible for any consequential loss or expenses incurred as a result. The University assumes no responsibility for failure to offer the Program due to any force majeure event. In the event of force majeure after the refund deadline, no refunds will be issued. The term “force majeure” shall mean fire, earthquake, flood, act of God, strikes, work stoppages or other labor disturbances, riots or civil commotions, litigation, war or other act of any foreign nation, plague, epidemic, pandemic, power of government or governmental agency or authority, or any other cause like or unlike any cause mentioned above, which is beyond the control of the University.

Program Withdrawals and Refunds

No refunds are issued after the June 15 refund deadline. It is the responsibility of each participant to know and to comply with Summer Sessions policies and deadlines. Participants cannot use ignorance of the Summer Sessions refund policies and deadlines for justification for seeking a refund.

Enrolled Students

The following policy applies to all enrolled students, i.e., students who have submitted the required payment for registration.

• The nonrefundable deposit may NOT be refunded under ANY circumstances.
• Program fees, as well as other applicable fees (such as IEI, document, health insurance fees) minus the nonrefundable deposit are refundable until the June 1 refund deadline.
• No refunds will be granted after the refund deadline.

Non-Enrolled Students

Students who have not completed registration, i.e., those who have only submitted the online registration form but have not made the required payment to complete registration, are not considered enrolled in the program and may cancel their online registration form at any time with no financial penalty.

Refund Petitions

Only those who encountered unforeseen, extenuating circumstances may request a refund. Reasons such as the following will NOT be considered for a refund:

• Lack of knowledge of Summer Sessions policies and regulations
• Insufficient, delayed, and/or cancellation of financial aid award
• Conditions or chronic illnesses that remain static and are known to the student at the time of registration/enrollment
• Dissatisfaction with programs and/or grade received

To file for a refund petition, students should contact UCLA Summer Sessions at (310) 825-4101 or info@summer.ucla.edu. Refund petitions must be filed within one week from the official drop date, or Friday of the last week of the class, whichever comes first.

Precollege Summer Institutes

All applicants and their parent/legal guardians are required to complete a Waiver of Liability (Minor / Adult), a Program Participant Agreement (Residential / Commuter), along with a Questionnaire, if applicable, in order to participate in Precollege Summer Institutes. As the effective dates and coverage of these documents are determined by the applicant’s age, program types, and enrollment status, applicants will be asked to complete all required documents again whenever adding a new program, switching to another program, changing the residential option, or re-enrolling in the same program after cancellation.

College/Professional Summer Institutes

All applicants must agree to the Waiver of Liability (Minor / Adult) and a Program Participant Agreement (Minor / Adult) as part of consideration for allowing participation. Any applicant who is under 18 at the time of submitting this registration form must have a parent/legal guardian complete the Waiver of Liability and the Program Participant Agreement. As the effective dates and coverage of these documents are determined by the applicant’s age, program types, and enrollment status, applicants will be asked to complete all required documents again whenever adding a new program, switching to another program, or re-enrolling in the same program after cancellation.

In the event that the academic unit offering the program decides to award a scholarship covering the program fees for any participant including non-UCLA students (e.g., high school students), the academic unit must prepare and submit a Financial Award Transmittal form to the UCLA Financial Aid Office. Scholarships should be posted to a student’s account prior to the start of the Institute, so please begin the financial award transmittal process as soon as the scholarship recipient has been identified. Below are the steps that the academic unit needs to follow:

• Confirm with Summer Sessions that the scholarship recipient is enrolled in the program and has fees posted on the Summer Sessions BruinBill account. If the department will be paying for 100% of the student’s fees, please request a student deposit waiver from the Summer Sessions office.
• Establish and link an account in the 77XXXX series to the fund into which the outside money will come (Contact General Accounting for assistance with this step)
• Complete a Financial Award Transmittal (Form 10) for each scholarship recipient (cf. Financial Aid Transmittal Instructions)
• Submit the financial aid award transmittal to the UCLA Financial Aid Office.
• Allow at least two weeks for processing
• Confirm with Summer Sessions that the scholarship has been posted correctly to the student’s Summer Sessions BruinBill account
• Communicate with the scholarship recipient regarding any fees that he/she will be responsible for paying if the scholarship does not cover 100% of program and housing fees (if applicable)

By default, admissions are on a first-come, first-served basis. All programs that require instructor consent for admission must provide admission requirements (short essays, surveys, or file uploads) and designate at least one program administrator/instructor as reviewer by providing the following information: the full name, UID, UCLA Logon, and email address. The steps below summarize how “instructor consent” programs can review applications and notify applicants of admission decisions.

• The applicant completes and submits the online registration form including the program’s admission requirements.
• The applicant receives an automated email notification about their pending admission status.
• The reviewer receives an automated email notification which includes the required responses (essays or short answers) and a link leading to the admission decision options, “Approve” or “Decline the application. Please note that if the program requires file uploads, the reviewer will receive another automated email with the following subject line: UCLA Summer Institutes – File Uploads (Registration Number-Program Code-Last Name). To view the uploaded files, the reviewer will need to log into the Department Menu using the UCLA Logon and Password.
• The applicant is notified of the admission decision via an automated email. Those who are approved will receive instructions to complete registration and enrollment.

The reviewer can also review multiple applications at the same time using the Department Menu.

• Once logged in, select “Program” and type of students among the following options: “Include Everyone,” “Awaiting Uploads.” and “Include Registered and Waiting for Approval, but Not Enrolled.”
• Select “Name” and “PIN” under “Personal Info,” and options under “Enrollment” if applicable.
• Select “Consent,” “Student Uploads,” and “Program Code” under “Course Info.”
• Select “Report” to view the data and “Approve” or “Decline” the applications by clicking the links under the section “Consent Status.”

Most students and their families are eager to finalize summer plans as soon as possible and the Summer Sessions office receives many phone and email inquiries regarding students’ consent status. In order to maintain student interest, as well as ensure that Institutes reach capacity in a timely manner, we ask that admission decisions be made promptly within two weeks of the application. The application deadline for programs requiring students to be granted consent prior to enrollment is June 1st. If the program requires more time, please inform Summer Sessions to ensure adequate handling of student inquiries.

All enrolled students have access to the “Summer Bruin Guide” a welcome website, consisting of general information about the institutes experience. In addition, Summer Sessions also emails enrolled students the Summer Bruin Guide and any additional relevant information about one month prior to the program. Each program should communicate all program specific information that is not covered by the general welcome website in a timely manner to prepare students for successful participation. Links to Summer Bruin Guides for specific student populations can be found below:

• Precollege Summer Institutes
• College/Professional Summer Institutes
• Summer College Immersion Program (SCIP)

As Summer Institutes grow, the number of requests for special accommodations have been increasing in recent years. The following policies and procedures have been vetted by Risk Management, General Counsel, and Associate Vice Chancellor of Student Affairs. Please note that the first one applies to all summer institute participants while the other two applies only to those enrolled in a residential precollege program. These policies and procedures are communicated to participants through the Participant Agreement.

1. Accommodations for Disabilities: Disclosure of information regarding disabilities and requests to be accommodated for the disabilities will allow UCLA to ascertain the reasonableness of such requests. The Center for Accessible Education is The University’s office in charge of exploring accommodations. If the participant has an existing disability(ies) that requires certain accommodations to meet the program’s demands, the said accommodations must be formally requested by submitting a complete Accommodation Request Form to info@summer.ucla.edu no later than May 15 of the year of The Program. Timely submission will allow Summer Sessions to coordinate with the Center for Accessible Education to determine the reasonableness of the request(s). Requests must be deemed reasonable and feasible for provision. The participant (or the guardian if applicable) submitting the request form will be notified by May 31 of the same year whether the requested accommodations can be made. In the event that the requested accommodation is deemed not reasonable or feasible by Summer Sessions, the guardian will be contacted to discuss other accommodations that may be recommended; In the event that agreement on a reasonable accommodation cannot be reached, the participant may withdraw from the program and will receive a full refund of valid payment received for the program.
2. Dietary Restrictions and Accommodations: The University will make a reasonable effort to assist participants with dietary restrictions and the understanding their food options. However, the participant must acknowledge that there are certain risks of cross-contamination in using the facilities on campus and that the University cannot assume responsibility for strict adherence to the specific dietary needs of the Participant. Any participant who wishes to request special meal options, must complete the Special Meal, Medicinal Storage, or Religious Accommodations Form no later than May 15 of the year of the program. Such a request does not guarantee that accommodations can be made. The participant will be notified by May 31 of the same year whether the requested accommodations can be made.
3. Refrigeration for Medication: No prescription or over-the-counter medication will be available on site. The participant and the guardian are solely responsible for provision and (self-) administration of any needed prescription or over-the-counter medication as directed by their healthcare provider(s). If refrigeration is required, Summer Sessions will make reasonable efforts to provide access to a refrigerator. Requests for access to a refrigerator must be made using the Special Meal, Medicinal Storage, or Religious Accommodations Form and received by May 15 of the year of the program.

Upon completion, all courses that are included in each Summer Institute program’s curriculum will be listed on an official UCLA transcript. The instructor of record must post grades at the end of each session via MyUCLA as instructed by the Registrar’s Office. Once grades are posted, students can view grades on MyUCLA.

Grade Submission Periods

Summer Institute grades are due ten days after the conclusion of the Summer Institute. Grades will be posted to MyUCLA within two weeks of the conclusion of the Summer Institute. Please wait to order your transcript until your grades have been posted.

Transcripts

Current UC students will have all UCLA summer activity appear automatically on the home UC campus transcript, and the grades earned at UCLA are included in their home UC campus grade-point average. For all other students, a transcript must be ordered online through MyUCLA. Students are assessed a one-time document fee, which covers fees for first-class mailing of official transcripts, diploma and much more. Most transcript orders are processed through MyUCLA. However, orders that need special handling or attachments must be processed in person or by mail. Please see the Registrar’s website for more information.

Per UCLA Insurance and Risk Management guidance, any transportation used to transport minors must have the appropriate levels of insurance if vendors are used. When using a vendor, please go through Purchasing as they are often the first reviewers of insurance and indemnification provisions. If a Low Value Order for Goods or Services (LVO) is used to pay vendors, it will avert the vetting process through Purchasing.

Precollege Summer Institute participants must use campus-approved transportation for all off-campus excursions and events unless otherwise authorized. They are not permitted to use their own vehicles during the hours of the program except for personal emergencies. Further, they are not permitted to transport other participants without written permission from the guardians of all participants involved.